CMS 201 Scanning with Captiva Client Exercises

Size: px

Start display at page:

Download "CMS 201 Scanning with Captiva Client Exercises"

Sarah Allison
6 years ago
Views:

Exercise 1: Modifying ScanPlus settings Scenario Log in to ScanPlus. Verify/update the file settings to view documents in ScanPlus. These settings do not affect the way the files are saved.

1 Exercise 1: Modifying ScanPlus settings Scenario Log in to ScanPlus. Verify/update the file settings to view documents in ScanPlus. These settings do not affect the way the files are saved. Verify that the correct scanner is selected. This is to be done only once. Scanner drivers are automatically loaded into the Scanner Selection window. Steps 1. Turn on the scanner. 2. Start ScanPlus (Start > All Programs > ScanPlus) 3. Log in to the training environment (QA). For this training session, you will be using ScanPlus from the instructor PC, that is connected to the Fujistu Fi 7140 scanner. Check the Use Windows logon for the instructor PC. Server name: qcapture For production, use pcapture. Username: training#ics (where # is 1 to 5) Password: provided by trainer Domain: campus Click Logon button. 4. Set the file view settings for the desktop scanner. Note Fujitsu 7140 scanner is already set up for the instructor PC in training room. This only needs to be done once for your own workstation at your office. a. Click Settings from the menu on the left hand side. b. Click Change File View default settings from the View settings section. ICS November 1, 2016 Page 1

View, select or modify the scanner by selecting Select/Modify scanner

2 Set Scaling to Fit to width Set Orientation to Portrait Note There is no Save button to click. 5. View, select or modify the scanner by selecting Select/Modify scanner settings from the left. a. The Current Scanner field will have the name of the scanner that is currently selected ICS November 1, 2016 Page 2

To change the scanner: b. Click Change selected scanner. c. All scanner drivers connected to the workstation are automatically loaded into the Scanner Selection window.

3 To change the scanner: b. Click Change selected scanner. c. All scanner drivers connected to the workstation are automatically loaded into the Scanner Selection window. Select the scanner from this list and click Select. The selected scanner then displays in the Current Scanner field. ICS November 1, 2016 Page 3

Exercise 2: Creating a batch (Scanning documents) in ScanPlus Scenario Each trainee scans paper documents to create a batch using ScanPlus. Steps 1. Create a new batch. a. Click Scan from the menu b.

4 Exercise 2: Creating a batch (Scanning documents) in ScanPlus Scenario Each trainee scans paper documents to create a batch using ScanPlus. Steps 1. Create a new batch. a. Click Scan from the menu b. Click Create new batch c. From the Create a new batch window, pick a process from the drop down list: Admission, School, Student, JHDocument (e.g. In the training environment, it is prefixed with QA). For this exercise, select QASchool Document or QAJHDocument. d. Type the New batch name (your unit s initials + your name). Contact your supervisor for naming convention. e. Click the Create button located at the bottom right corner. ICS November 1, 2016 Page 4

2. Load the pages in the scanner, face down. 3.

Once all the pages are scanned, click Finish scanning.

Click on thumbnail to view the page in the File view.

After scanning, delete any page does not belong to the batch from the Tree

5 2. Load the pages in the scanner, face down. 3. Click Scan Pages from the left. The following displays: 4. Once all the pages are scanned, click Finish scanning. The Tree View contains a thumbnail image of each page. Click on thumbnail to view the page in the File view. The pages are in 1 document. 5. After scanning, delete any page does not belong to the batch from the Tree View. To delete the page, right click on the page, select Delete and click Yes. If you prefer or you are sharing the scanner with others, you can also do this in the Captiva Completion (indexing) step. ICS November 1, 2016 Page 5

Close ScanPlus by clicking on the or click on ScanPlus icon and click Close (or use Alt F4).

6 6. Click Finish Batch from the menu to close the batch. This will close the batch and make it available in Captiva Completion for indexing. 7. Close ScanPlus by clicking on the or click on ScanPlus icon and click Close (or use Alt F4). Note If you are sharing a scanner, best practice is to do your quality assurance at your own workstation using Capture Completion, rather than in ScanPlus. ICS November 1, 2016 Page 6

Exercise 3: Login to Capture Completion Steps 1. Start the Completion program (Start > Programs > Completion) 2. Log in to the training environment: Server name: qcapture (training environment).

7 Exercise 3: Login to Capture Completion Steps 1. Start the Completion program (Start > Programs > Completion) 2. Log in to the training environment: Server name: qcapture (training environment). For production, use pcapture. Username: training#ics (where # is 1 to 5) Password: (provided by trainer) Domain: campus Click Login Exercise 4: Processing a batch in Completion Scenario To index the batch you created: use Completion and add index values. After indexing, the batch will display in Webtop as pdf documents. Steps 1. Select the batch a. Select the batch from the list by double clicking on it. If you do not see it, click the Refresh icon. ICS November 1, 2016 Page 7

2. The pages you scanned are all part of Document 1. You can now create different documents, delete and move pages, and select the document type. a. The 6 pages you scanned in Exercise #2 are 3 documents; one document is 3 pages; one document is 2 pages and the third document is 1 page.

have 3 documents To delete, move pages: To delete a page, right click and select Delete To cut and paste a page, right click and select Cut. Then right click on the desired location and select Paste.

8 2. The pages you scanned are all part of Document 1. You can now create different documents, delete and move pages, and select the document type. a. The 6 pages you scanned in Exercise #2 are 3 documents; one document is 3 pages; one document is 2 pages and the third document is 1 page. To create a new document: Right click on the first page of the 1 st new document and select New Document Right click on the first page of the 2 nd new document and select New Document You should now have 3 documents To delete, move pages: To delete a page, right click and select Delete To cut and paste a page, right click and select Cut. Then right click on the desired location and select Paste. 3. For each document: a. Select the document type by clicking on the down arrow. The list defaults from ScanPlus and is related to the process you selected in ScanPlus (e.g. School Document, JHDocument) ICS November 1, 2016 Page 8

All the other index values will automatically be entered (Fiscal Period, Fiscal Year, Type, Deposit Number, Currency, etc.

9 b. Once you select the document type, the index screen displays. Index each document(s). All pages within a document will have the same index values. For Finance documents: Enter the Document Number for the finance document. All the other index values will automatically be entered (Fiscal Period, Fiscal Year, Type, Deposit Number, Currency, etc.) For School documents: Select Document Type (select Transcript Official here) Enter McGill ID Press Tab and Last Name and First Name is populated (from Banner) Select Display Record to select school School Code and School Name are populated from Banner ICS November 1, 2016 Page 9

10 4. Once you are done indexing all the documents, press F10 or click on the icon. 5. Click Cancel or close Completion by clicking on the icon on the top left corner and click Close (or use Alt F4). These indexed documents will be uploaded to Webtop in pdf format. Note To group documents by ID: You may need to move a page from one document to another. Right click on the page and select Cut. Go to the other document, right click and select Paste. ICS November 1, 2016 Page 10

TRAINER DEMO A demonstration to show how the document appears in Webtop. There is no need for trainees to do this. 1. Login to Webtop in QA https://qcms.mcgill.ca/webtop/ 2.

11 TRAINER DEMO A demonstration to show how the document appears in Webtop. There is no need for trainees to do this. 1. Login to Webtop in QA 2. For Finance: Go to Cabinets > Finance and click on the appropriate folder (H or J). The documents that you indexed will be there. Right click on the document and select Properties. The index values display in the J H Info tab. You can update the Document Number if you had previously entered the wrong document number. Click OK to save. 3. For estudent or uapply: Go to Cabinets > Student File > Student Files and click the ID folder (ID s used for indexing). Access the admission folder and the transcript folder to view the documents. Right click on a document and click Properties. You will see the index fields entered in Completion. You will also see the Source = Manual Scan that indicates it was scanned The Operator field will have your short username ICS November 1, 2016 Page 11

12 ICS November 1, 2016 Page 12

Captiva Capture: ScanPlus & Completion Quick Steps

Captiva Capture: ScanPlus & Completion Quick Steps Updated: January 3, 2017 IT Services www.mcgill.ca/it Page 1 Table of Contents ScanPlus... 3 Log in... 3 Scan pages... 3 Create new batch... 4 Open saved